<p>Finco Trust, one of Malta’s leading multi-disciplinary professional services organisations, has built a strong reputation for delivering tailored, high-quality solutions while maintaining its core values of professionalism, integrity, and a client-centred approach. Continuously adapting to meet the evolving needs of its clients and industries, the firm offers a comprehensive range of services, including company setup, redomiciliation, company secretarial services, accounting, banking, taxation, and VAT.</p>

Finco Trust Services Limited

&lt;p&gt;The &lt;strong&gt;Front Office Executive&lt;/strong&gt; is responsible for delivering a professional and welcoming front-of-house experience while coordinating the day-to-day administration and operation of the office. Acting as the first point of contact for clients, visitors, regulators, service providers, and other stakeholders, the role ensures a consistently high standard of client service while supporting the efficient running of the office and providing administrative assistance across the Group.&lt;/p&gt;
&lt;p&gt;The role has overall responsibility for coordinating the office environment, ensuring that reception and shared areas are maintained to a professional standard, meeting rooms are prepared, office facilities operate efficiently, and office supplies and workplace services are effectively managed. Working within a Corporate Services Provider, Trustee and Investment Services environment, the Front Office Executive plays a key role in supporting business operations and enhancing the client experience.&lt;/p&gt;
&lt;p&gt;The successful candidate will demonstrate exceptional organisational and communication skills, professionalism, discretion, attention to detail, and a proactive approach to delivering high-quality administrative, office coordination, and client support services.&lt;/p&gt;
&lt;p&gt;&lt;/p&gt;
&lt;p&gt;&lt;strong&gt;DUTIES AND RESPONSIBILITIES include&lt;/strong&gt;&lt;/p&gt;
&lt;ul&gt;
&lt;li&gt;Serve as the first point of contact for clients, visitors, regulators, service providers, and other stakeholders, always ensuring a professional and welcoming experience.&lt;/li&gt;
&lt;li&gt;Manage incoming telephone calls, emails, and general enquiries, directing them to the appropriate departments or individuals.&lt;/li&gt;
&lt;li&gt;Coordinate visitor access and ensure all visitors receive a positive and professional experience.&lt;/li&gt;
&lt;li&gt;Maintain reception, meeting rooms, and all client-facing areas to the highest professional standards.&lt;/li&gt;
&lt;li&gt;Coordinate the day-to-day operation of the office, ensuring a professional, organised, safe, and efficient working environment.&lt;/li&gt;
&lt;li&gt;Ensure reception, meeting rooms, kitchens, and communal areas are maintained to a consistently high standard of cleanliness, organisation, and presentation.&lt;/li&gt;
&lt;li&gt;Coordinate meeting logistics, including room setup, audio-visual equipment, refreshments, and catering.&lt;/li&gt;
&lt;li&gt;Assist with the organisation of internal meetings, client meetings, Board meetings, and regulatory visits.&lt;/li&gt;
&lt;li&gt;Support the planning and coordination of company events, staff activities, training sessions, and corporate hospitality.&lt;/li&gt;
&lt;li&gt;Provide administrative support across departments and senior management as required.&lt;/li&gt;
&lt;li&gt;Ensure documents are accurately filed, indexed, archived, and easily retrievable.&lt;/li&gt;
&lt;li&gt;Support document retention and archive management procedures, including secure storage and disposal in accordance with company policies.&lt;/li&gt;
&lt;/ul&gt;
&lt;p&gt;&lt;strong&gt;EXPERIENCE&lt;/strong&gt;&lt;/p&gt;
&lt;ul&gt;
&lt;li&gt;Previous experience in a Front Office, Office Administration, Reception, Office Coordination, Administrative Support, or similar role.&lt;/li&gt;
&lt;li&gt;Experience within a Corporate Services Provider, financial services, legal, professional services, or another regulated environment would be considered an asset.&lt;/li&gt;
&lt;li&gt;Experience interacting professionally with clients, regulators, suppliers, and other external stakeholders.&lt;/li&gt;
&lt;/ul&gt;
&lt;p&gt;&lt;strong&gt;SKILLS REQUIRED&lt;/strong&gt;&lt;/p&gt;
&lt;ul&gt;
&lt;li&gt;Proficient in both written and verbal Maltese and English language.&lt;/li&gt;
&lt;li&gt;Excellent communication and interpersonal skills with the ability to interact confidently and professionally with clients, visitors, regulators, service providers, and colleagues.&lt;/li&gt;
&lt;li&gt;Strong customer service orientation with a professional, approachable, and solutions-focused manner.&lt;/li&gt;
&lt;li&gt;Excellent organisational and time management skills, with the ability to prioritise and manage multiple tasks simultaneously.&lt;/li&gt;
&lt;li&gt;Strong administrative and coordination skills with exceptional attention to detail and accuracy.&lt;/li&gt;
&lt;li&gt;Ability to maintain confidentiality and exercise sound judgement.&lt;/li&gt;
&lt;li&gt;Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.&lt;/li&gt;
&lt;/ul&gt;

Maltese

English

Front office Executive

Work permit costs

Professional training

&lt;p&gt;&lt;strong&gt;JOB SUMMARY&lt;/strong&gt;&lt;/p&gt;
&lt;p&gt;The &lt;strong&gt;Company Secretarial Services Officer&lt;/strong&gt; will provide corporate secretarial support to client companies. Working closely with the Co-Sec Manager, the Officer will assist in delivering high-quality services while ensuring compliance with Maltese company law, MFSA regulations, and CSP standards. The role involves supporting client-facing activities, managing statutory filings and registers, coordinating meetings, and contributing to governance and compliance requirements.&lt;/p&gt;
&lt;p&gt;&lt;/p&gt;
&lt;p&gt;&lt;strong&gt;DUTIES AND RESPONSIBILITIES include:&lt;/strong&gt;&lt;/p&gt;
&lt;p&gt;&lt;strong&gt;Team and Organisational Support&lt;/strong&gt;&lt;/p&gt;
&lt;p&gt;• Provide day-to-day support to the Co-Sec Manager in the management of corporate secretarial matters.&lt;/p&gt;
&lt;p&gt;• Assist with the coordination and delivery of services across the Co-Sec team.&lt;/p&gt;
&lt;p&gt;&lt;strong&gt;Client Service &amp;amp; Relationship Management&lt;/strong&gt;&lt;/p&gt;
&lt;p&gt;• Support clients with routine company secretarial requirements and governance advice.&lt;/p&gt;
&lt;p&gt;• Assist with the onboarding of new clients and assisting with obtaining updated KYC/AML documentation.&lt;/p&gt;
&lt;p&gt;• Build and maintaining strong client relationships while ensuring service delivery aligns with regulatory expectations.&lt;/p&gt;
&lt;p&gt;• Serve as a liaison between clients and regulators, auditors, and external stakeholders, ensuring clear communication and governance alignment.&lt;/p&gt;
&lt;p&gt;&lt;strong&gt;Company Secretarial &amp;amp; Governance&lt;/strong&gt;&lt;/p&gt;
&lt;p&gt;• Manage and update statutory registers, including registers of members, directors, secretaries, beneficial owners, and debentures.&lt;/p&gt;
&lt;p&gt;• Draft and prepare standard governance documents, such as agendas, minutes, resolutions, and board packs.&lt;/p&gt;
&lt;p&gt;• Prepare notices, manage proxies, confirm quorum and ensure compliance with the Companies Act and Articles of Association, for upcoming Board and Shareholder meetings.&lt;/p&gt;
&lt;p&gt;• Assist with the incorporation, restructuring, striking off, or liquidation of client companies.&lt;/p&gt;
&lt;p&gt;• Certify corporate documents and resolutions as required.&lt;/p&gt;
&lt;p&gt;• Ensure accurate corporate record-keeping and securing maintenance of statutory records for client entities.&lt;/p&gt;
&lt;p&gt;&lt;strong&gt;Regulatory &amp;amp; Compliance Support&lt;/strong&gt;&lt;/p&gt;
&lt;p&gt;• Assist in the preparation and submission of statutory filings with the Malta Business Registry (MBR) within prescribed deadlines.&lt;/p&gt;
&lt;p&gt;• Support regulatory submissions and inspections.&lt;/p&gt;
&lt;p&gt;• Support the provision of governance advice to clients.&lt;/p&gt;
&lt;p&gt;• Contribute to the identification and management of risks in company secretarial and governance matters.&lt;/p&gt;
&lt;p&gt;• Ensure confidentiality, legal accuracy, and integrity in all client interactions and documentation.&lt;/p&gt;
&lt;p&gt;&lt;/p&gt;
&lt;p&gt;&lt;strong&gt;QUALIFICATIONS AND EXPERIENCE&lt;/strong&gt;&lt;/p&gt;
&lt;p&gt;• A University degree or equivalent professional qualification.&lt;/p&gt;
&lt;p&gt;• Experience in a corporate secretarial or company governance role, ideally within a CSP or professional services environment.&lt;/p&gt;
&lt;p&gt;&lt;/p&gt;
&lt;p&gt;&lt;strong&gt;SKILLS AND COMPETENCIES&lt;/strong&gt;&lt;/p&gt;
&lt;p&gt;• Expertise in the Maltese Companies Act and contemporary corporate governance practices.&lt;/p&gt;
&lt;p&gt;• Exceptional organisational and drafting skills, with the ability to produce precise corporate documentation.&lt;/p&gt;
&lt;p&gt;• Strong command of electronic execution platforms (DocuSign/QES) considered an asset.&lt;/p&gt;
&lt;p&gt;• Highly developed communication skills.&lt;/p&gt;

There Are No Job Openings at Finco Trust Services Limited At The Moment